TESDA Policy and Procedures

The TVET Program Registration Procedures 1.0 1.1 Purpose Scope and Terminology Purpose The TVET Program Registration Procedures provide a system of instruction to ensure all TESDA staff has a shared understanding of the step-by-step activities to be undertaken for the Registration of TVET courses in all regional and provincial offices. 1.2 Scope The procedures include the Registration process beginning with the submission of the required documentation to the granting of a Certificate of Program Registration to the institution registering the TVET course and its monitoring of continuous compliance to the requirements. Registration applies to all TVET courses nationally, including private and public institutions unless excluded by UTPRAS Guidelines. 1.3 Terminology Registration is the first stage of the Unified TVET Program Registration and Accreditation System (UTPRAS). It is the process by which TVET courses are registered with TESDA. Course for registration describes the intent of the TI. The Registration process tests the capacity of the TI to deliver its stated curricula to students against the minimum standards prescribed in the Training Regulations or as determined by an expert panel in the absence of such. Registration begins with all documentation submitted to TESDA and continues with periodic monitoring for continuous compliance to the requirements for courses granted Certificate of Program Registration. 2.0 2.1 Responsibility Responsibility for the Authority and Maintenance of the Procedures The Director General with advice from the Executive Director Office of Formal TVET has responsibility for the maintenance and reviews of the documented procedures. The National Management and Review Committee will monitor the effectiveness of the procedures through regular review and reporting on the outcomes by each Regional Quality Management and Review Committee. 2.1 Responsibility for the Implementation of the Registration Procedures The delivery to the customer is the responsibility of the Provincial Office, in consultation with the Regional Office. The Regional Director is responsible for signing for and issuing the Certificate of Program TESDA QA SYSTEM Procedures Manual TVET Program Registration
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Registration to the TI, and where necessary issuing a Letter of Rejection outlining the reasons. Where the course registration outcome is contested, appeals are to be lodged with the Director General who will have the final decision on the appeal. 3.0 3.1 Procedures Flowchart PO RO CO

INSTITUTION STAGE 1
Pre-Registration Activities

TI representative visits provincial office inquiring on the possibility of establishing/offering TVET programs in the locality

Provides the applicant - TI a copy of the P.S.P. W I Region X Ref 3.3.1

Applicant submits Letter of Application

Provincial UTPRAS focal person checks proposed programs against Provincial Skills Priority

Acceptance of Application and Documentation

STAGE 2

UTPRAS focal person conducts orientation / briefing to applicant/s Ref 3.2.1 Documentation

Assessment
Focal person checks documents submitted against requirements Ref. 3.2.2 Documentation

TI submits complete set of documents to PO

Collects payment

Curriculum Assessment Team Evaluates Curriculum

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CO

INSTITUTION

PO

RO

CO

TI complies deficiencies

Focal person evaluates documents

OK?

Yes

No

OK?

No
PD officially returns application

Yes

STAGE 3
Site Verification and Ocular Inspection

Focal person organizes ocular inspection Ref. 3.2.3 Documentation

Inspection team verifies curriculum against actual requirements

TI complies deficiencies

No

OK?

Yes
OK?

Yes

Recommends granting of Program Registration

No
Recommends denial

STAGE 4
Deciding on the Application
PD submits recommendation Ref 3.2.4 Documentation

No
Prepares Letter of Denial

Is recommendation favorable?

Yes
RD signs Letter 0f Denial Prepares Certificate of Program Registration

Applicant TI receives Letter of Denial

Releases Letter of Denial to TI

ROD releases Letter of Denial to PO

RD approves Certificate of Program Registration

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INSTITUTION

PO

RO

CO

PO collects payment

RO releases Certificate of Program Registration

Applicant TI receives Certificate. of Registration

PO releases Certificate of Program Registration and publishes outcome

Enters report in NMIS Form 03

CO accesses data

STAGE 5
Post-registration activities
Performs compliance audit
Ref. Program Registration Compliance Audit

Complies with postregistration requirements Ref. 3.2.5 Documentation

Assists in the conduct of compliance audit

Maintains registered status

Yes

Complian t?

No

Identify whether high risk or low risk noncompliance Ref. 3.2.6 Documentation

Addresses corrective actions within specified time frame

No

High-risk noncompliance?

Yes

Yes

Complies within specified time frame?

Negotiates for compliance of High risk area(s) within specified time frame

No
Indorses sanctions Approves sanctions

Implements Sanctions

3.2

Documentation Stages Forms Time frame Inputs to procedures

3.2.1 Stage 1 Pre-Registration Activities TESDA QA SYSTEM Procedures Manual TVET Program Registration
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Training institution representatives visit the PO inquiring on the possibility of establishing/offering TVET programs in the locality. The training institution is requested to submit a Letter of Application to the provincial office Note: For TI that will offer the Seafarers Ratings Course (Deck & Engine) application for registration shall not be accepted unless there is a quality system in place in accordance with Regulation I/8 of the STCW Convention, as amended.

1 hour

TESDA Circular No. 14 S. 2001

4 hours PO UTPRAS focal person checks proposed courses against Provincial Skills Priority. Provincial UTPRAS focal person conducts orientation-briefing for the individual applicant training institution on the following: Advocacy/social marketing of TESDAs role Rationale for UTPRAS Registration documents Details of requirements for each document Timeframe for compliance/submission of required documents Training Regulations and preparation of curriculum Conduct of ocular inspection with emphasis on: o Conduct of unannounced ocular inspection. o Forms to be completed for inspection purposes Program Registration Compliance Audit emphasizing that the grant of CoPR is not perpetual and the application of sanctions for erring institutions.

Updated PSP to effectively guide applicant schools in offering courses in areas of demand/needs Implementers in PO/RO to undergo proper orientation on competency based curriculum, DACUM and the use of TR, in the preparation of competencybased curriculum. PR Compliance Audit Procedures

U1/0202 U2(A,B & C) /0402 U3/0302U4/ 0202 U5/1100 U6/0501

Stages 3.2.2 Stage 2 Acceptance of Application and Assessment of Document TESDA QA SYSTEM Procedures Manual TVET Program Registration

Forms

Time frame

Inputs to procedures

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PO focal person accepts documents: Checks documents against checklist Returns application if documents are not complete (based on the criteria) with notation of deficiencies Officially receives (stamp received) if documents are complete Advises applicant to pay the Application Fee Collecting officer issues certification of payment PO focal person: Assesses/evaluates documents submitted in detail Curriculum Assessment Team: Evaluates the curriculum document against: o Relevance to TR o Prescribed CBC documents standards PO focal person: Officially informs applicant if the documents have deficiencies (to be signed by PD) Prescribes specific timeframe for applicant to comply with requirement (to be signed by PD) Application requirements with deficiencies that did not comply within the prescribed timeframe shall be returned to the applicant institution (signed by the Provincial Director). Recommends to PD for ocular inspection if documents are in order

U1/0202

1 Hour

As indicated in Omnibus Amendatory Guidelines (TC No. 017 s. 2000) & T.O. 412 s. 2000 Official Receipt of the Republic of the Phil.

U1/0202

1 Day Assessing curriculum against CBTESD definition NMT 15 working days

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Stages 3.2.3 Stage 3 Site Verification and Ocular Inspection

PO focal person schedules team inspection: Prepare checklist for inspection Coordinate ocular inspection Inspection team: Verifies curriculum document against actual tools/equipment, books, workshops, facility etc. PO focal person: Sends official communication to TI for compliance of deficiencies, if any, prescribed within a time frame (to be signed by the PD)

Forms

Time frame

Inputs to procedures

U1/0202 U2(A,B & C) / 0402 U3/0302 U4/0202 U5/1100 U6/0501

1 Hour 1 Day W/in 5 days after docume nt completi on 1 Day NMT 30 working days for TI to comply Well defined standard of tools and equipment not in TR

Schedule re-inspection, if needed Conduct re-inspection Prepare final inspection report/recommendation with the involvement of PTEP/RTEP and submits to PD. PD submits recommendation to RD

Stages 3.2.4 Stage 4 Deciding on the Application ROD reviews PO recommendation: Prepares registration certificate if recommendation is acted upon favorably Prepares letter-denial, if recommendation is not favorably acted on RD approves Certificate of Program Registration/signs letter-denial

Forms

Time frame 1 Week

Inputs to procedures New Numbering System for Certificate of Program Registration Official Receipt of the Republic of the Phil.

U7/030 2 (for WTR and NTR)

Requires applicant to pay registration fee to PO if certificate is approved NMIS Releases CoPR/letter-denial to PO Form ROD enters report in the TVET Program 03 Registration Form

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Stages 3.2.5 Stage 5 Post-Registration Activities

Comply with post-registration requirements TI submits Training Monitoring System Report & Enrolment Form to PO. Enrolment Report Form should be signed by the School Head/Registrar o For short-term course (less than one year) o For courses of one year duration and more

Forms

Time frame

Inputs to procedures

NMIS FormO1C (TMS) & Enrolment rpt. Form NLT 1 week after enrolment W/in 1 month after the start of classes As soon as possible Semestral basis Within one week after end of training period Within two weeks after graduation

Exit report

TI updates PO of dropouts on a regular basis. Report should be signed by the registrar o For short term courses o For courses of one year duration and more

Graduate report

TI submits list of graduates on a regular basis o For short term courses o For courses of one year duration and more

TI submits Training Monitoring System Report & Enrolment Forms to PO for subsequent new entrants. Same as with dropouts and graduates as indicated above. RO encodes information on TMSNMIS TI requests Special Order (private institutions only) to PO attaching Form IX (Record of Candidates for Graduation). PO/RO checks documents in detail verifies against former submissions If Ok, RO generates Special Order. (NMIS generated report).

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Forms

Time Frame

Input To Procedures

RO generates Certification, Authentication and Verification of documents upon request by individual graduates (NMIS generated report).

Post-Registration Activities 3.2.6 Identify whether high risk or low risk non-compliance If non-compliance is of low risk, TI addresses corrective actions within specified time frame agreed between the auditor and auditee in the audit report. If non-compliance is of high risk, auditor and auditee agrees on time scale to address noncompliance(s) If high risk non-compliance(s) is rectified within time scale as verified in the re-visit, TI maintains registered status If high-risk non-compliance(s) is not rectified within agreed time scale, audit team prepares report (sanctions) to the RD informing that the program will be deregistered and TI should not accept new enrollees for the program until such high-risk noncompliance is rectified. PD signs the report and indorses to the RD. ROD reviews the report and prepares letter to the TI informing of the sanctions. RD signs letter. ROD de-registers the program in the UTPRAS database. PO receives letter and forwards to the TI informing of such sanctions. PO monitors implementation of sanctions Note: Erring institutions shall be dealt with accordingly. Refer to Noncompliance guide for auditors

NMT 15 working days for TI to comply

Refer to Sanctions in TC No. 17, 2. 2000

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3.3 3.3.1

Work Instruction Work Instruction Forms Time frame 1 hour Inputs to procedures Ensure the PSP listing is current

Region X 3.3.1 PO provides copy of PSP PO focal person: Provides a listing of the Provincial Skills Priority listing Outlines the role of the PSP in providing advise to TI on course registration Demonstrates the link between the proposed course and the PSP listing The PO focal person is to provide advice only. The final decision to apply for course registration remains the responsibility of the TI. 4.0 Forms

1. U1/0202. Program Registration Requirements Checklist 2. U2-A/0402 List of Equipment 3. U2-B/0402B List of Tools 4. U2-C/0402 C List of Consumables 5. U3/0302. List of Instructional Materials/Library Holdings 6. U4/0202. Trainers, Teaching Professionals 7. U5/1100. Non Teaching Staff 8. U6-A/0501 List of Training Institutions Physical Facilities 9. U6-B/0402 List of Off-Campus Physical Facilities 10. U7/0302. Certificate of Program Registration 5.0 Related Information 1. 2. 3. 4. 5. 6. 7. Resolution No 98-01 & 98-03 TESDA Order No 214 of 1998 dated 08 June 1998. TESDA Order No 502 of 1998 dated 28 October 1998. TESDA Circular No 017 of 2000 dated 17 July 2000. TESDA Order No. 412 s. 2000 TESDA Circular No. 14 s. 2002 A list of questions and answers re: the Registration process

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Form U1 / 0202
PROGRAM REGI STRATI ON REQUI REMENTS CHECKLI ST Name of TI: Address: Date Received: ______________________________ ______________________________

____________________________
Compliant (Yes/No) Remarks

Program Registration Requirements 1. CORPORATE AND ADMINISTRATIVE DOCUMENTS: 1.1 Certified Board resolution to offer the program (signed by the Board Secretary and attested by the Chairperson 1.2 Securities and Exchange Commission (SEC) Registration must specifically cover the Training delivery site (private institution only) For TIs that will branch out, the Articles of Incorporation & Bylaws must state opening of the branch. The Board Resolution signed by majority of the Incorporators must be notarized, received and noted by SEC. 1.3 Articles of Incorporation primary purpose of Institution must mention Technical Vocational Education and Training (private Institution only) 1.4 Current Certificate of Ownership of building/contract of lease (covering at least five years 1.5 Current Fire Safety Certificate 2. CURRICULUM AND PROGRAM DELIVERY 2.1 Curriculum document complies with the competency standards where they exist (e.g. in the training regulations). If competency standards do not exist, the curriculum document must include the Philippine TVET Qualifications Framework level, the course/subject/unit titles, learning outcomes and performance criteria. 2.2 Course and subject descriptions are directly cross-referenced to the competency standards in the training regulations, where these are available. 2.2 Curriculum document specifies the equipment, tools and consumables necessary to deliver the program. 2.3. Curriculum document specifies the instructional materials (such as reference materials , slides, videotapes, internet access and library resources) necessary to deliver the program

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Form U1/0202 (cont.) PROGRAM REGISTRATION REQUIREMENTS CHECKLIST Program Registration Requirements
3. FACULTY AND PERSONNEL 3.1 Updated list of officials with their qualifications (supporting evidence available, such as copies of certificates) 3.2 Updated list of faculty teaching on the program, with their qualifications, areas of expertise, and courses/seminars attended (supporting evidence available, such as copies of certificates and contracts of employment) 3.3 Updated list of non-teaching staff with their qualifications, (Supporting evidence available, such as copies of certificates/contracts of employment) 4. ACADEMIC RULES 4.1 Schedule and breakdown of tuition fees and other program costs 4.2 Documented grading system, details of which are provided to students/trainees at the start of their program 4.3 Entry requirements for the program comply with the relevant training Regulations if applicable. 4.4 Rules on attendance 5. SUPPORT SERVICES 5.1 Health services are available to the students/trainees 5.2 Career guidance/placement services are available to the students/trainees 5.3 Community outreach program (documented evidence available) - optional 5.4 Research that supports the operation of the school is carried-out (e.g. surveys, consultations, meeting with local industry and community representatives; technical research) - optional Compliant (Yes/No) REMARKS

Evaluated by:_____________________________ UTPRAS Focal Person Attested: __________________________ Provincial Director TESDA QA SYSTEM Procedures Manual
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Inspected by: _____________________ PO/TEP expert Date:________________

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TVET Program Registration

Form U2A /0402 LIST OF EQUIPMENT Program: _______________________________ Name of TI: _______________________________ Projected enrolment: ______________________________ Acquisition Year (3) Quantity on Site (4) Quantity Required (5) Difference (6) Percent Compliance (7) Inspectors Remarks (indicate standard ratios) (8)

Name of Equipment (1)

Specification (2)

Submitted by: Attested: TI UTPRAS focal School Head Columns 1-4 to be filled out by TI; Columns 5-8 to be filled out by PO/TEP-TESDA TESDA QA SYSTEM Procedures Manual
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TVET Program Registration

Form U2B /0402 LIST OF TOOLS Program: ____________________________ Name of TI: ____________________________________ Acquisition Year (3) Quantity on Site (4) Quantity Required (5) Difference (6) Percent Compliance (7) Inspectors Remarks (indicate standard ratios) (8)

Name of Tools (1)

Specification (2)

Submitted by: Attested: TI UTPRAS focal School Head Columns 1-4 to be filled out by TI; Columns 5-8 to be filled out by PO/TEP-TESDA

Inspected by: PO/TEP-TESDA

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TVET Program Registration

Form U2C /0402 LIST OF CONSUMABLES Program: Name of TI: Quantity on Site (3) ______________________________ ______________________________ Quantity Required (4) Difference (5) Percent Compliance (6) Inspectors Remarks (indicate the standard ratios) (7)

Name of Consumables (1)

Specification (2)

Submitted by: Attested: TI UTPRAS focal School Head Columns 1-3 to be filled out by TI; Columns 4-7 to be filled out by PO/TEP-TESDA Procedures Manual
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Inspected by: PO/TEP-TESDA

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Form U3/0302

LIST OF INSTRUCTIONAL MATERIALS/LIBRARY HOLDINGS Program: ___________________ Name of TI: ___________________

Title Classification Date of Publication No. of Copies Inspectors Remarks

Submitted by: Attested: TI UTPRAS focal School Head

Inspected by: PO/TEP-TESDA

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Form U4 /0202

TRAINERS, TEACHING PROFESSIONALS

Program: Name of TI: ______________________ ______________________

N e am

Position

N ature of A p p ointm t en

H hest ig Education al A ttainm ent

Dg e e re

S je ub cts H and d by le Instructor

Exp rie e nces re late to d p osition

Ind ustry Exp rie e nce

Com e ncy p te Ce rtificate s

Re arks m

Submitted by: TESDA QA SYSTEM

Attested: Procedures Manual

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Inspected by:
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TVET Program Registration

Form U5 / 1100 NON-TEACHING STAFF Program: ____________________________ Name of TI: __________________________ Name Position Nature of Appointmen t Highest Educational Attainment College Degree Experience Related to Position Industry Experience Competency Certificates Remarks

Submitted by: Attested: TI UTPRAS focal School Head TESDA QA SYSTEM Procedures Manual
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TVET Program Registration

Form U6-A/0501 LIST OF TRAINING INSTITUTIONS PHYSICAL FACILITIES Program: ____________________________________ Name of TI: ___________________________________ NAME Description Quantity Inspectors Remarks

Submitted by: Attested: TI UTPRAS focal School Head TESDA QA SYSTEM Procedures Manual
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Form U6-B/0501

LIST OF OFF-CAMPUS PHYSICAL FACILITIES

Program : ___________________________ Name of TI : ___________________________ Name Description Quantity Inspectors Remarks

Submitted by: Attested: TI UTPRAS focal School Head Procedures Manual

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TVET Program Registration

Form U7/0302 Republic of the Philippines TECHNICAL EDUCATION AND SKILLS DEVELOPMENT AUTHORITY

Regional Office
Address Certificate of TVET Program Registration WTR/NTR No. 0000000000 Pursuant to Republic Act No. 7796 creating the Technical Education and Skills Development Authority (TESDA) and in accordance with TESDA Board Resolution 98-03 dated January 23, 1998, the NAME OF INSTITUTION (Business Address) is hereby granted Authority to offer the program in:

Course Title NC Level/Leading to NC Level (Occupation Title/s) This Certificate of TVET Program Registration is hereby granted on the basis of the institutions compliance with prescribed Training Regulations/Minimum Standards for the course. This Certificate shall be subject to revocation should the institution fail to faithfully follow the rules and regulations governing the offering of TVET programs prescribed by the Authority. This Certificate shall not extend to any other program or any other branch/franchise of the Institution. Given in , this day of , 20 .

By the Authority of the TESDA Director General: _____________________________ Regional Director

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Form U8/1100

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New Numbering System for Certificate of TVET Program Registration As part of the standardization of procedures and processes in TVET Program Registration and to facilitate uniform and easy identification of Certificate granted, the New Numbering System shall follow the following configurations: 00 Year 00 Region 00 Province 0 NC Level 000 Sequence No.

The province code number shall be in accordance with the alphabetical listing of all the provinces in a particular region, which shall always start with 01 as the first province in alphabetical order. Example: Region VI Province Aklan Antique Capiz Guimaras Iloilo Negros Occidental Code 01 02 03 04 05 06

The NC level shall identify the level of the program/course based on TESDA Circular No. 22, s. 2001 The sequence number is the number of programs registered in a given year. Thus 001 stands for the first program registered. The Certificate of TVET Program Registration shall now use the Central Bank Type Security Paper. This shall be allocated to the regions. Full Example: Certificate of TVET Program Registration WTR No. 0206052005 Certificate of TVET Program Registration NTR No. 0206052007

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Explanation: Region VI, Iloilo Province, classified as NC Level 2, the 5th course/program registered by the province, issued this CoPR in 2002. REGIONAL CODES REGION 1 2 3 4 5 6 7 8 9 10 11 12 NCR CAR CARAGA ARMM CODE 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16

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Non-Compliance Guide for Auditors in Program Registration Compliance Audit Non-Compliance is a discrepancy between what is specified as a standard and what is actually observed by an auditor. Each non-compliance is to be addressed by a corrective action. Each non-compliance is classified as high risk or low risk. High Risk Non-Compliance a non-compliance that constitutes high risk to students or other stakeholders such as government or industry. For program registration requirements, these are: Corporate and Administrative Documents Fire safety certificate Curriculum and Program Delivery Requirements CBC Equipment, Tools and Consumables Instructional Materials Faculty and Personnel Qualifications of Technical Teachers Academic Rules No Documented grading system, no details are provided to student/trainees Entry requirements of the program does not comply with relevant Training Regulation, if available. Rules on attendance are not documented and provided to students at start of the program Low Risk non-compliance - a non-compliance that constitutes low risk to students or other stakeholders such as government or industry. For program registration requirements, these are: Invalid SEC Registration Not up-to-date certificate of ownership/contract of lease (covering at least 5 years) Not up-to-date schedule of tuition fees and other program costs Not Up-to-date list of officials with their qualifications Not up-to-date list of non-teaching staff with their qualifications No health services No career guidance/placement services No community outreach program (optional) No Research (optional) Document No.002 Procedures Manual TESDA QA SYSTEM TVET Program Registration
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